If you're the responsible person for a commercial building, you carry personal legal liability for fire safety. This guide explains every obligation and how to discharge them effectively.. Who Is the Responsible Person? Under the Regulatory Reform (Fire Safety) Order 2005, the 'responsible person' is: The employer (if the workplace is within their control) The person who has control of the premises (e.g., building owner, managing agent) The occupier of the premises In multi occupied buildings, there may be multiple responsible persons — each responsible for the areas under their control, with a duty to coordinate. The Five Core Duties 1. Fire Risk Assessment The responsible person must: Ensure a suitable and sufficient fire risk assessment is carried out The assessment must be carried out by a competent person It must cover all areas under the responsible person's control It must identify hazards , people at risk , and existing control measures It must provide a prioritised action plan for addressing deficiencies It must be reviewed regularly and whenever significant changes occur 2. Fire Safety Measures Based on the fire risk assessment, implement and maintain: Fire detection and alarm system — appropriate to the building and use Emergency lighting — in all escape routes Fire fighting equipment — appropriate extinguishers and blankets Means of escape — clear, unobstructed, adequately signed Compartmentation — maintained in good condition Fire safety signage — directional signs, fire action notices, fire door signs 3. Emergency Planning Written fire emergency plan covering all foreseeable scenarios Evacuation procedures appropriate to the building and its occupants Assembly points identified and communicated Personal Emergency Evacuation Plans (PEEPs) for employees and visitors with disabilities Coordination with other responsible persons in shared buildings Regular fire drills (minimum 6 monthly; more frequently for high risk premises) 4. Information, Instruction, and Training All employees: fire safety induction on first day All employees: annual refresher training as minimum Fire wardens/marshals : enhanced training including sweep procedures and extinguisher use Contractors and visitors : site specific fire safety information Training records must be documented and retained 5. Maintenance and Record Keeping Weekly fire alarm tests (different call point each week) Monthly emergency lighting function tests Annual fire alarm system service Annual emergency lighting full duration test Annual fire extinguisher service Regular fire door inspections All testing and maintenance documented in a fire safety log book Enforcement and Penalties Fire and rescue authorities enforce the RRO through: Informal advice — for minor issues Enforcement notices — requiring specific actions within a timeframe Prohibition notices — preventing use of all or part of the building (immediate effect) Prosecution — for serious failures Penalties on conviction: Unlimited fines for most offences Up to 2 years imprisonment for the most serious failures Personal liability — the responsible person (individual) can be prosecuted directly Practical Tips for Effective Management 1. Appoint a named fire safety coordinator — even if you retain overall responsibility 2. Budget specifically for fire safety — don't let maintenance slip due to cost pressure 3. Use a digital fire safety log — easier to maintain, share, and audit 4. Engage a competent fire safety adviser — especially for complex or multi occupied buildings 5. Take enforcement correspondence seriously — respond promptly and evidence your actions 6. Learn from incidents — investigate all fire related events, however minor For commercial fire safety management support, contact Magnus Opifex.